[a] Admin-related Paperwork
To ensure all owners’ files are in order and up to date. All files to be properly indexed and visible to relevant parties concerned for review, etc. Assist the Building Manager in attending to complaints and to ensure all complaints are recorded in complaint forms. To keep an updated list and status of residents whether they are owners or tenants as well as their nationalities.
[b] Accounts-related Paperwork To ensure all owners’ accounts related files are in order and up to date. All files to be properly indexed and available to relevant parties concerned for review, etc. To prepare monthly billings on time which include service charges, water and utility charges, insurance, rental of common properties and all related charges. To follow up and collect all payments including service charges, water and utility charges, rental of common property and all other payments. Prepare the bank-in slip and cheques for banking purpose strictly adhering to and all payments SOPs must be strictly adhered to. Record the cheque issued or transfer amount in the monthly bank reconciliation book. To maintain an updated record of defaulters listing. To prepare daily, weekly and monthly report on amount collected. To send reminders for payment on a periodical basis based on agreed timeframe. To prepare all necessary documents for issuance of charges for all operational expenses of the building. Ensuring that all receivables and payables are correctly accounted for and preparing a comprehensive monthly statement of account for the owners’ perusal.